8. Accounting And Records (For Council And Troop Camps)

There should be -

(a) An adequate bookkeeping system designed to facilitate the recording and allocation of all receipts and expenditures.

(b) A camp budget of estimated expense and income with methods for control.

(c) A daily or weekly record of operating cost.

9. Additional Records For Council Camps

(a) There should be adequate records on -

1. Property and camp equipment including an annual inventory

2. Individual Scout Names, Addresses, Advancement

3. Health history and medical examination reports for each camper, and daily record of accidents and treatment in camp.

4. Commissary, including food inventory, daily food cost and number of meals served daily.

5. Camp staff personnel, including contracts specifying term of employment, wages, duties and responsibilities.

6. Camp visitors.

(b) Definite assignments of responsibilities for keeping various records used in camp.

For further reference and guidance, see:

1. Standard Camp Accounting System - (revised in 1944)

2. Topic 5, Pages 19-20 of Camp Directors Course Manual - Cat. #3697

3. Financing Camping - Pages 84-86 of Local Council Manual on Camping and Activities - Cat. #3605C

4. Food Cost Accounting and Cooking Gear Helps - Cat. #3702.

10. Insurance

NOTE: The following are not stated as standards but as desirable practices in the field of "protection." Each Local Council must study its own problems and meet them accordingly.

1. To conserve the capital investment in building and facilities adequate insurance against fire should be secured. (Other hazards such as wind storm, flood damage, etc., dependent upon local conditions.)

2. Camp employees, permanent or temporary, who receive any form of compensation (lodging, board-wages) should be included in the Local Council's Workmen's Compensation.

3. Vehicles, owned or operated, (borrowed or leased) by the Local Council should be covered by Personal Liability and Property Damage Insurance. The amount depends upon the types of vehicles and the uses to which they are to be put. Scoutmasters and Troop Committeemen using vehicles for the transportation of Scouts, should be informed as to the advisability of such coverage.

4. It is a good practice for all Local Council employees to include the Council in their own (automobile) Personal Liability and Property Damage Insurance coverage for mutual protection.

5. Public Liability Insurance covering the activities and program of the camp, including the use of boats, canoes, horses, etc., is felt desirable by a number of Councils, The primary purpose of this insurance is to provide legal defense in the event of suit and to indemnify the Council in the event of an unfavorable judgment. This policy should include the Council staff in its coverage. (This is not to be confused with "Accident" insurance.)

11. Contracts

1. Contracts and agreements1 The Scout Executive or Camp Director should be protected in the awarding of contracts and making agreements by requiring official recorded action by the Board on such agreements, or action by them specifically delegating authority to him to negotiate the contracts and agreements referred to.

2. Terms of employment stating specifications of the job, period of time, salary or wages, time off, special privileges, etc., should be written in the form of a letter (or contract) and delivered to each camp employee prior to his employment (copy should be retained by the Executive or Camp Director).

3. It is desirable that written agreements to buy or sell be made in transactions involving more than $50. This agreement should cover specifications and terms of purchase or sale.

4.. Inspection of goods should be made promptly to ascertain if specifications have been met. Failure to inspect and make a complaint in writing, within a reasonable time, may result in a nullification of the complaint.

Troop Application And Reservation. (For Troop Camp On Council Camp Site)

Troop .................. of......................................................................................

Hereby applies for reservation of a Troop camp site on the Council Camp ...................................................................................... property.

Camp to be held from:....................... to ...........................

It is understood that this camp is to be conducted subject to Council regulations for use of the camp property and equipment. The Troop will use Standards for Camping as a guide and will endeavor to fulfill all the requirements to meet these Standards.

Principal objective of this camp is:......................................

The Troop will have .....................................Patrols.

Total number of registered Scouts attending will be ........................

Transportation to camp will be by .................................................

Adult leadership in charge and living in the camp during the entire period will be:

Scoutmaster ...................................................................................

Asst. SM ........................................................................................

Asst. SM ..................................................................................... _

Other Scouters ..........................................................................

SIGNED

...................

(Scoutmaster)

.......................

(Chairman, Troop Committee)

Address ...................................

Date..................................

Approved for Council, by ................................. Scout Executive

Date.........................

Original from

Troop Application For Permit For A Troop Camp. (Not On Council Camp Site)

Troop ........................ of ............................Council

Hereby applies for permit and submits plans herewith for a Boy Scout Camp to be conducted at ....................................................

From ............................ to................

For.....(number)..................Scouts and .........(number)........ Scouters. Total.......

Amount provided for expense of Camp..........Cost per camper ........

We agree to comply with the Standards for Camping and we invite the suggestions of the Local Council and agree to carry out such instructions as may be issued in response to this application. We will welcome the visitation of the representatives of the Local Council.

We have each considered and approved the attached plans as noted below;

1. Statement of purpose of conducting camp this year

2. Description of camp site and terms of agreement with owner for use of property type and amount

3. List of equipment to be used

4. Sample Daily Program

5. Outline of daily menus

6. Transportation

7. Insurance on vehicles

Adult leadership in charge and living in the camp during the entire period will be; Scouter in charge:........ Age.....

Address: ...........

Qualifications: .........

Other Scouters: .......... Age .......

Qualifications: ............

After careful consideration, we recommend the above for approval and agree to accept full responsibility for the carrying out of the program herein outlined.

SIGNED

(Scoutmaster) Chairman, Troop Committee)

DATE

Approved for Council, by...................

(Scout Executive)

Date........................

NOTE: Send application (original and carbon copy) with proper signatures and with plans requested to the Executive of Local Council. (If Troop is not under Council, send direct to National Council Office.)